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Event Schedules

You can configure the system to automatically delete, archive, or convert documents to records for a particular schema. These are sometimes referred to as Retention Policies. You can also configure a notification for important events that are related to documents at some time the future. Event types include:

  • Delete — “Soft” deletes a document based on the event schedule date. The document can still be recovered in the “soft” deletion state. For more information on deleting documents, see Permanently Deleting Documents.

  • Archive — The document is moved to the Library Archive.

  • Convert to Record — The document in no longer editable but remains in the library. In other words, the document cannot be checked out and modified.

  • User defined – An email and/or document alert is sent to recipients to notify them of an important date or event. For example, for policies that must be updated or reinstated at least once every three years, the policy team wants to set up a notification on the policies’ expiry dates 60 days before the three year anniversary. The alert repeats every three years. No action is taken upon the document itself. See the example configuration below.

User defined event example

The events are triggered based on the document creation date, last modified date, metadata last modified, or a custom metadata field. These triggers can then be additionally offset for a period measured in days, weeks, months, or years.

Events can be viewed in the Calendar by clicking Include Events. They can only be viewed by Senior Library Administrators or higher roles.

Email notifications sent to Library Administrators and higher roles. These notifications are configured to go out to selected users an assigned number of days before the event takes place.

In order to use the events features, the System Administrator must enable them. Library Administrators can then create and apply events to schemas.

Using Custom Metadata Fields for Retention Policies

If you are using a custom date-type metadata field for an event schedule or retention policy, that metadata field must be made "read-only" in the document schema. This only applies to delete, archive, and convert to record event types.

NOTE: Using read-only metadata fields for custom dates does not apply to User defined event types.

The read-only setting prevents users from changing dates that triggers mass deletion or status changes for all those documents in a given schema. However, any user with a role of Cabinet Administration or higher can modify the "read-only" date value in the metadata pane.

Read-only metadata field for retention policies and events

You could also allow the modification of the read-only date value for when users (lower than Cabinet Administrators) are first adding the document to the system by enabling the permission "Allow the creator of a document to modify the initial value of read-only fields" which is set in the System Administrator area. After this initial date value change, the date is no longer editable by users with permissions lower than Cabinet Administrator.

Note: A metadata field cannot be made Required and Read Only. It can only be set as Read Only.

Applying Retention Policies to Document Schemas

To apply an event schedule or retention policy to a schema, you need to do the following:

To enable Event Schedules

  1. In Web Client, go to Administration Panel > System Configuration > General.

  2. In the Event Schedule Settings area, select the following check boxes, if applicable:

  • Enable Convert to Record Events — This will allow documents to be automatically converted to a record after a specified period of time.

  • Enable Archive Events — This will allow documents to be automatically sent to the archive after a specified period of time.

  • Enable Delete Events — This will allow documents to be automatically deleted after a specified period of time.

  • Enable User Defined Events (FileHold 14)– Allows email and/or document alerts to be sent to specific administrative groups or users to notify them of an important document date or event.enable event schedules

  1. Click Update.

To create an event schedule

  1. In the Web Client, go to Administration Panel > Library Configuration > Events.

  • Alternatively, in FDA go to Administration > Manage Schemas > Events.

  1. Click Add Event.

  2. In the Add Event window, enter a Name.

  3. Enter a Description for the event.

  4. Select one of the following types:

  • Archive — The document is moved to the Library Archive.

  • Delete — The document is deleted.

  • Convert to Record — The document is converted to a record. The document can no longer be edited or altered.

  • User Defined (FileHold 14)— Emails and/or triggers document alerts to notify specific users of an important document date or event.

  1. Select the date that the event is relative to:

  • Document created date

  • Document last modified date

  • Metadata last modified date

  • Custom metadata field. Select the metadata field name from the list.

  1. In the Period area, do one of the following:
  • For archive, delete, or convert to record events, enter a period of time before the event takes place in days, weeks, months, or years. For example, you want to the document to be converted to a record 1 year after the document was created.
  • For notification events, enter the period of time before the event will occur. For example, a policy document expires after three years. If this is a recurring event, select the Recurring check box. For example, the policy expires every 3 years.
  1. Select the Notifications check box if you want to send emails to users to notify them of the event.
  2. Enter the number of days prior to the event that you want the email notification to be sent.
  • If this a User defined event, select the Email Message and/or Document Alert check boxes to receive these types of alerts. For example, the specified users will receive an email and an alert 60 days before the expiry date.
  1. Click the button to select Recipients for the email notification. Any groups or users higher than Senior Library Administrator can be added.
  • For a User defined event, select the Notify Document Owner check box to send an alert and/or email notification to the document owner.
  1. Click Save or OK.

To add an event schedule to a schema

  1. In the Web Client, go to Administration Panel > Library Configuration > Document Schemas > Schema Name > 7. Event Schedule.

  • Alternatively, in FDA go to Administration > Manage Schemas > Document Schemas > Schema Name > Events tab.

  1. Select the event that you want to occur to the documents assigned to this schema from the list:

  • Convert to a record

  • Archive

  • Delete

  • User Defined – Select the check box next to the user defined event. The number of events that can be selected is determined by a setting in a configuration file on the server.

  1. Click Save.
     

Setting the Number of User Defined Notifications Allowed in a Schema

The number of user defined events that can be enabled in a schema is determined in a configuration file in the server. The default is 5 events.

To change the allowable number of user defined events in a schema, open the web.config file in C:\Program Files\FileHold Systems\Application Server\LibraryManager. Edit the following setting:

<add key="UserDefinedEventsMaxNum" value="5" />